Deal stages

All deal stages from the state machine: who moves it, what is required to enter, SLA and what happens automatically. The table is generated from code.

Every deal goes through state machine stages, from lead to close. It is one logic for Desk, the client cabinet, Track, the API and the bots.

The table below is not edited by hand

It is generated by the generate script from @core/domain (DEFAULT_MACHINE) when the documentation is built. A test checks that the committed version matches the code. These are the default stages: your company can rename, disable or hide some of them.

How transitions work

Forward to the next stage is possible only after its required conditions are met (for example the contract is signed, the deposit received, a VIN and lot price exist, a container or B/L exists). The transition dialog in Desk shows what is missing.
Skipping stages. Some stages can be skipped depending on the deal type (the "Can be skipped" column): full service, auction only, logistics only, resale. "Consultation", "Bid approved", "Inland to border", "Certification" and "Registration" can be skipped in all types.
Backwards and into side statuses (hold, dispute, cancelled, lost) require a reason. Only the owner can cancel a deal after the "Lot won" stage.
Automatic actions on entering a stage: a notification to the client or manager (Telegram, Viber, email, SMS per your settings), tasks with due dates, document generation (a deposit invoice, a lot invoice), ETA recalculation, a client approval request.
SLA is the standard time in a stage, in days. A stage becomes "due soon" at 80 % of the time and "overdue" after it. The client's progress is weighted by SLA: 45 days at sea is a big part of the journey.
Visibility to the client. The "Client sees" column is the stage name on Track and in the cabinet. A stage can be hidden from the client (public: false).

Your stage settings

In tenant settings (stages_override) for a stage you can:

disable it (unless it is mandatory: "New lead", "Car handed over", "Closed" and the side statuses cannot be disabled);
change its SLA;
rename it for the client and for the manager (per language);
hide it from the client.

When you disable a stage, its required conditions are not lost: they move to the nearest transition that "jumps over" the disabled stage (unless you explicitly opt out with dropRequirements). The "Settings → Deal stages" screen is In development; for now the operator changes the settings.

Stage table

Main flow

#	Stage	Client sees	Phase	SLA, days	Progress	Who moves it	Required to enter	Can be skipped	Automatic actions
1	`lead` New lead	Request received	Agreement	1	0%	owner, manager	—	—	notification to client: lead_received notification to manager: lead_received task (manager, 1d): Call the new lead
2	`consult` Consultation	Consultation	Agreement	3	1%	owner, manager	Contact has no phone, email or messenger	all deal types	notification to client: consult_scheduled
3	`contract_signed` Contract signed	Contract signed	Agreement	3	3%	owner, manager, accountant	A signed contract (or uploaded scan) is required	—	notification to client: deal_stage_changed document: invoice/deposit notification to client: payment_due task (accountant, 3d): Follow up on the deposit payment
4	`deposit_paid` Deposit received	Deposit paid	Agreement	2	5%	owner, manager, accountant	No successful deposit payment	logistics only	notification to client: deposit_received task (manager, 1d): Start searching for a car
5	`searching` Searching	Searching for a car	Auction	21	6%	owner, manager	—	logistics only, resale	notification to client: deal_stage_changed
6	`bid_approved` Max bid approved	Bid approved	Auction	7	19%	owner, manager, client	Client has not approved the max bid	all deal types	notification to client: deal_stage_changed notification to manager: deal_stage_changed
7	`won` Lot won	Car purchased	Auction	3	24%	owner, manager	Enter the lot price; Enter a valid VIN	logistics only, resale	notification to client: won document: invoice/lot notification to client: payment_due task (accountant, 2d): Pay the auction lot client approval: estimate (if: estimate_change_requires_approval)
8	`paid_to_auction` Paid to auction	Car paid	Auction	3	26%	owner, manager, accountant	Auction lot is not paid	logistics only, resale	notification to client: deal_stage_changed task (logistics, 1d): Order towing from the auction
9	`pickup_scheduled` Towing ordered	Pickup scheduled	USA	7	28%	owner, manager, logistics	Enter a valid VIN; Enter the pickup date	auction only, resale	notification to client: deal_stage_changed ETA recalculation
10	`at_us_warehouse` At US warehouse	At US warehouse	USA	10	32%	owner, manager, logistics	—	auction only, resale, land (car-carrier) route	notification to client: deal_stage_changed task (logistics, 3d): Book container space
11	`loaded` Loaded	Loaded into container	USA	7	39%	owner, manager, logistics	Enter the container or bill of lading number	auction only, resale	notification to client: deal_stage_changed ETA recalculation
12	`in_transit_sea` In transit (sea)	On the way by sea	Sea	45	44%	owner, manager, logistics	Enter the vessel; Enter the departure date (ETD); Enter the estimated arrival (ETA)	auction only, resale, land (car-carrier) route	notification to client: shipped ETA recalculation
13	`at_eu_port` At EU port	Arrived at port	EU	7	73%	owner, manager, logistics	Enter the actual arrival date (ATA)	auction only, resale, land (car-carrier) route	notification to client: arrived_port ETA recalculation task (logistics, 2d): Arrange pickup from the port
14	`inland_to_border` Inland to border	On the way to the border	EU	5	77%	owner, manager, logistics	—	all deal types	notification to client: deal_stage_changed ETA recalculation
15	`customs_clearing` Customs clearing	Customs clearance	Customs	5	81%	owner, manager, logistics	Create a customs case (declarant or declaration number)	auction only, logistics only, resale	notification to client: customs_started document: customs_package document: invoice/customs notification to client: payment_due task (accountant, 2d): Invoice and follow up on customs payments
16	`customs_cleared` Customs cleared	Customs cleared	Customs	3	84%	owner, manager, logistics	Enter the customs release date	auction only, logistics only, resale	notification to client: customs_cleared ETA recalculation
17	`certification` Certification	Certification	Customs	10	86%	owner, manager, logistics	—	all deal types	notification to client: deal_stage_changed notification to client: certification_done
18	`registration` Registration	Registration	Customs	7	92%	owner, manager, logistics	—	all deal types	notification to client: deal_stage_changed
19	`ready_for_handover` Ready for handover	Ready for handover	Handover	5	97%	owner, manager, logistics	—	—	notification to client: ready_for_handover document: act document: invoice/final (if: client_has_debt) notification to client: payment_due (if: client_has_debt) task (manager, 1d): Agree the handover date with the client
20	`handed_over` Handed over	Car handed over	Handover	14	100%	owner, manager, logistics	A signed handover act is required	—	notification to client: handed_over notification to client: review_request +3d
21	`closed` Closed	Order completed (hidden from the client)	Handover	—	100%	owner, accountant	Client has an outstanding balance	—	notification to manager: deal_stage_changed

Side statuses

#	Stage	Client sees	Phase	SLA, days	Progress	Who moves it	Required to enter	Can be skipped	Automatic actions
—	`lost` Lost	Request closed (hidden from the client)	Other	—	—	owner, manager	Enter a reason	—	—
—	`cancelled` Cancelled	Order cancelled	Other	—	—	owner, manager	Enter a reason	—	notification to client: deal_stage_changed notification to owner: deal_stage_changed task (accountant, 2d): Settle the cancelled deal (deposit)
—	`on_hold` On hold	On hold	Other	14	—	owner, manager	Enter a reason	—	notification to client: deal_stage_changed
—	`dispute` Dispute	Reviewing your claim	Other	14	—	owner, manager, client	Enter a reason	—	notification to client: deal_stage_changed notification to owner: deal_stage_changed task (manager, 1d): Contact the client about the claim

Side statuses

Lost: a lead did not become a client (from "New lead" and "Consultation").
Cancelled: from contract signing to ready for handover; creates a task to settle the deposit.
On hold and Dispute: from any non-terminal stage; you return to the stage you came from. A dispute can also be opened by the client.

How transitions workCopy Anchor Link

Your stage settingsCopy Anchor Link

Stage tableCopy Anchor Link

Main flow

Side statuses

Side statusesCopy Anchor Link

On this page

How transitions work

Your stage settings

Stage table

Side statuses